Funding (The RS7 Return)

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Common terms

Terms Description
ECE Early Childhood Education
ELI Early Learning Information system
NSN National Student Number
SMS Student Management System
Ministry Ministry of Education

The service provider contact for each service should decide who submits the RS7 return

The contact name recorded in the Declaration section of the RS7 return will be responsible for the funding data sent to the Ministry.  

Funding periods and due dates for the RS7 return

The funding periods are the same for all early learning services whether paper-based or electronic RS7 funding claims are submitted.

The 3 funding periods are: 

  • February – May
    • Submission: Due between 1 June and the fifth working day in June each year (can be submitted later, but will incur late payment).
    • Payment: 1 July (overnight on the first working day of July) each year (for on time, correctly completed claims).
  • June – September
    • Submission: Due between 1 October and the fifth working day in October each year (can be submitted later, but will incur late payment).
    • Payment: 1 November (overnight on the first working day of November) each year (for on time, correctly completed claims).
  • October – January
    • Submission: Due between 1 February and the fifth working day in February each year (can be submitted later, but will incur late payment).
    • Payment: 1 March (overnight on the first working day of March) each year (for on time, correctly completed claims). 

Claiming funding for my service via my SMS

If your service uses a SMS, you will electronically submit your funding claim to the Ministry through your SMS. 

Some SMS allow only staff who have the RS7 return submitter role to submit a funding claim to the Ministry. The Connect to the ELI system questions and answers page has more information on how to apply for this role.

Information on connecting to ELI 

Claiming funding for my service via ELI Web

If your service uses ELI Web, you will still need to perform manual funding calculations; but, you can enter your information online and submit the claim electronically, rather than posting or emailing paper forms. 

The child attendance information you enter into ELI Web is not used for funding purposes at this point in time.  However, you can download and print Attendance Reports and 20 Hours ECE Reports for the months of the funding period from ELI Reports to help with your calculations.

Only staff who have the RS7 return submitter role will be able to submit a funding claim to the Ministry. 

Information on connecting to ELI

It is mandatory to submit the RS7 return electronically

It is a requirement of the ECE funding handbook for licensed early childhood services to submit the RS7 return electronically via ELI Web or SMS. Casual Education and Care services, Hospital-based services and services operated by the Te Kōhanga Reo National Trust are exempt from providing enrolment and attendance information to the Ministry through the ELI system.

ECE funding handbook

Once your RS7 Return has been received by the Ministry, an acknowledgement email will be sent. You will not receive an acknowledgement email if this is a re-submission of your RS7.

All early learning services can access ELI Reports to download an RS7 Funding Return Report which will show what your service has claimed on your RS7 Return. This report will be available the day after you have submitted the RS7 Return. Early learning services can access ELI Reports through the ELI Applications page.

ELI reports – Ministry of Education Applications(external link)

If your service does not have any users with an Education Sector Account to access ELI Reports, you will need to complete the relevant Education Sector Account Forms for your service. You can find these forms under the Resources tab.

My service has changed systems (SMS or ELI Web), during a funding period

If you have not been using your new system (SMS or ELI Web) for the entire funding period, you can:

  • submit the portion of your claim electronically, for the days you have been using your new system, and send the paper-based RS7 forms for the days before you began using this system. You can send the paper-based RS7 forms to the Funding email ece.funding@education.govt.nz  or
  • submit your entire funding claim using the paper RS7 forms.

My service has changed ownership during a funding period

The RS7 return should be submitted by the new owner and all funding will be payable to the new owner of the service. Any agreement for funding to be paid to the old owner will need to be included in the sale and purchase agreement when the service is sold. Any payment to the old owner will be actioned by the new owner. We do not split payments.

The new owner may submit an electronic RS7 return for the period after the purchase, and send a paper-based RS7 return for the period prior to the purchase. Alternatively, the new owner can send an entire funding claim using a paper-based RS7 return to the Funding email ece.funding@education.govt.nz.

My service has closed during a funding period 

You may need to send a paper-based RS7 form for your last funding claim, as you cannot submit an electronic RS7 return before the RS7 submission period opens.

Submitting a paper-based RS7 return and submitting an electronic RS7 return for the same months

If we receive an electronic RS7 return for the same months that your paper version covers, only your electronic RS7 return will be used for your funding payment.

I have noticed an error in my RS7 return

You can go back into your system (SMS or ELI Web) and correct the error and re-submit your RS7 return. We will use the latest submitted version of the RS7 return for your service’s funding payment.

You cannot submit your RS7 return early

You cannot submit your RS7 return prior to the submission period opening.

If you use ELI web, you can begin entering your data one month prior to the submission period opening.

Advising the Ministry that your service’s details have changed

You should refer to Chapter 8 of the Early Childhood Education Funding Handbook for information about updating your service’s details.

Early Childhood Education Funding Handbook(external link)

A change of bank account for your service

We will have a bank account number on record for your service. If your bank account has changed during the funding period you must complete a RS2 change of bank account form and send it to the ECE operational funding team at least 2 weeks prior to the payment date.

RS2 change of bank account form(external link)

My service was closed for the day

If your service had an emergency closure, a substitute/extra day, or a day where no person responsible was present, you should record this as a temporary closure within ELI Web or your SMS. You will also need to contact your Ministry regional office to apply for approval. Services submitting electronic RS7 returns do not need to send a copy of the Ministry regional office approval letter to the ECE operational funding team.

Refer to Chapter 7 of the Early childhood education funding handbook for information about recording and claiming funding in special circumstances.

Early childhood education funding handbook

Only whole numbers are accepted in both electronic and paper-based RS7 returns

Fractions are not accepted. For more information, refer to Chapter 9 of the Early childhood education funding handbook.

Early childhood education funding handbook(external link)

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